Office Manager

Duties

• Serve as primary contact at reception, welcoming staff and visitors
• Answer and direct incoming phone calls
• Mange incoming and outgoing mail, courier deliveries, and packages
• Oversee office access, key fob distribution, and maintain office security procedures
• Coordinate space planning, workstation setup, and facilitate desk rearrangement
• Point of contact for office equipment, boardroom technology, and office supplies needed on a day-to-day basis
• Coordinate office maintenance, repairs, renovations, facility-related issues with vendors and landlords, including reporting maintenance issues via online platform and liaising with trades
• Manage inventory and restock office supplies, kitchen inventory, and IT peripherals for hotel desks
• Maintain a clean, organized and safe office environment through coordination with external cleaners and conduct regular office walkarounds and inspections
• Oversee office logistics including equipment, supplies, storage, and filing systems, coordinating maintenance and upgrades as needed
• Organize internal and external meetings, including boardroom bookings, parking, access, recordings, meals/refreshments, circulating information and invitations
• Manage office telephone system, cell phones and monitor cell phone packages
• Monitor office spends and administrative budgets
• Streamline administrative processes, implement best practices and provide support that maximizes efficiency and productivity
• Book flights, car rentals and accommodation for company executives; manage travel agencies and authorizations regarding travel
• Maintain office filing systems and tracking systems e.g. access fob/parkade assignments, local accommodation bookings, cleaning schedules
• Perform clerical duties such as filing, scanning, photocopying, and data entry
• Maintain and update the CEO’s schedule; monitor and add bookings made by the company’s travel agent to their calendar for company visibility re: availability
• Administer administrative support to Finance as needed, such as reconciliation of corporate credit cards and credit applications for vendor purchases

Culture & Engagement

• Facilitate new employee office orientations to ensure a seamless onboarding experience
• Organize office events e.g. socials, festive dinners, luncheons for clients
• Actively participate in at least one internal committee (e.g. Environmental Health & Safety Committee, Social Committee, etc.)
• Contribute to a positive, inclusive, and safe workplace experience

IT

• Coordinate with IT department to setup and troubleshoot computers/software for new hires
• Monitor IT ticket supports, flag priorities, and follow up with IT department
• Liaise with IT department on all matters related to phones, computers, and server, to help resolve any IT issues experienced by staff